Ember Study Companion — Privacy Policy

1. Who We Are

Emergent AI Agency LLC (“we”, “us”, “our”) operates Ember Study Companion (“Ember”), a personalized AI tutoring tool designed for students with learning differences including ADHD and dyscalculia.

Contact for privacy questions: [email protected]

2. What Data We Collect

Account Data

• Name and email address, collected via Google OAuth sign-in
• Family membership and role (parent or student)

Voice Recordings

• Audio recordings uploaded by the student for study material generation
• Raw audio files are automatically deleted after processing (within 1 hour)
• Only the generated transcript and study materials are retained

Generated Learning Materials

• Study guides, flashcards, and quizzes created from recordings
• Images generated to accompany learning materials

Chat Messages

• Conversations between the student and Ember via Telegram
• Used to provide personalized tutoring responses

Learning Context and Preferences

• Ember maintains a memory of learning preferences, topics covered, and tutoring context across sessions
• Used to personalize the tutoring experience over time

Usage and Activity Data

• Study activity (what materials were reviewed, when)
• Used to personalize the learning experience

Google Classroom Data (Planned Integration)

When enabled, Ember will access the following through the student's own authenticated Google account:

• Courses the student is enrolled in (classroom.courses.readonly)
• The student's own assignments and due dates (classroom.coursework.me.readonly)
• Course announcements (classroom.announcements.readonly)

We do not request access to class rosters, other students' information, or any data beyond what the authenticated student can see in their own Google Classroom account.

3. How We Use Data

All data is used solely to provide personalized tutoring and study materials to the student. Specifically:

• Voice recordings are transcribed and transformed into study materials, then the audio is deleted
• Google Classroom data (when enabled) will help Ember understand the student's current coursework and due dates
• Chat messages enable Ember to provide contextual, ongoing tutoring support
• Learning context memories allow Ember to build on previous sessions rather than starting from scratch
• Activity data helps Ember suggest timely review sessions

4. Where Data Is Stored

All data is stored on private, self-hosted servers operated by Emergent AI Agency LLC, located in the United States. This includes:

• A PostgreSQL database for structured data (accounts, materials, activity)
• S3-compatible object storage (MinIO) for files (images, temporary audio)
• A separate memory store for tutoring context and learning preferences

Data is not stored on third-party cloud platforms (no AWS, Google Cloud, or Azure storage).

5. Third-Party Services

The following external services receive limited data during processing:

AI processing services (OpenRouter, Fireworks AI) receive content only, without student identity information.

6. What We Do NOT Do

• We do not sell, rent, or share data with any third party for advertising, marketing, or any non-educational purpose
• We do not use data to build advertising profiles
• We do not share data between families — each family's data is fully isolated
• We do not access class rosters or other students' information
• We do not retain raw audio recordings beyond the processing window

7. Data Retention

Upon parent request, all data associated with the family is permanently deleted from our servers, including learning context memories. Deletion requests are handled via email and completed within 30 days. Telegram-side message history is controlled by the user within Telegram and cannot be deleted by us.

8. Parental Rights and Control

Ember is a parent-authorized tool. A parent or guardian must create the family account and invite the student.

Parents may at any time:

• Request a copy of all data associated with their family
• Request deletion of all data associated with their family
• Revoke access to Google Classroom or any other connected service
• Close the account entirely

All requests are handled via email and completed within 30 days. Contact [email protected].

9. Children's Privacy

Ember is designed for use by students under parental supervision. We do not collect personal information from children without parental authorization. A parent or guardian must create the account and authorize the student's access.

10. Security

• All data in transit is encrypted via TLS (HTTPS)
• Server access is restricted to authorized personnel of Emergent AI Agency LLC
• Database and storage services are not exposed to the public internet
• Google Classroom access uses OAuth 2.0 with minimum required scopes
• Data at rest is protected by server-level access controls and network isolation

11. Data Breach Notification

In the event of a data breach affecting personal information, we will notify affected families within 72 hours of discovery. Notification will include the nature of the breach, what data was affected, and steps being taken in response.

12. Changes to This Policy

If we make material changes to this privacy policy, we will notify affected families via email before the changes take effect. The current version of this policy is always available on our website.

13. Contact

For questions, concerns, or requests regarding this privacy policy or your data:

Emergent AI Agency LLC

Email: [email protected]